NetSuite Saved Search

How to use a NetSuite Saved Search for quick record access?

If you are preferring to utilize the NetSuite software for improving different processes and applications of your business, then you must understand the basics of NetSuite Saved Search. It is one of the most advanced tools offered by NetSuite that facilitates quick access to the requested information. By customizing the search, you will be able to find out the exact data from millions of records present in your NetSuite database. 

Indeed, the Saved Search in NetSuite allows you to search for any number of records by setting up certain criteria. In addition to that, you will be able to match the different filters, customize the results, and export the search results to others for re-use. 

Further, as plenty of information is available on a single platform, reviewing and analyzing certain data becomes absolutely important at some point. The NetSuite Saved Search is a great useful tool in this regard as it brings custom views as well as reports instantly at your fingertips.

The Saved Search in NetSuite is used in/for

  • Lists
  • Sublist Views
  • Custom KPIs
  • Dashboard Elements
  • Dashboard Remainders
  • Scripts
  • Workflows
  • Data Export
  • Marketing Groups
  • Automated as well as Scheduled Email alerts (under specific terms)

As mentioned earlier, the Saved Search NetSuite assists you in taking many actions such as

  • Editing and reviewing a Saved Search
  • Saving and re-accessing of results of a Saved Search
  • Persisting the search results for a longer time (around 3 hours) and saving them in CSV (Comma-Separated Values) file format
  • Exporting the search results quickly into a CSV (Comma-Separated Values) file format
  • Reviewing which user within the company used which search or exported which search along with full-details

How a NetSuite Saved Search will be created?

To create a Saved Search in NetSuite you must follow the below-mentioned steps. 

Step 1): To gain access to the Saved Search Page, navigate to Reports -> Saved Searches -> All Saved Searches -> New. Then, select the required type of Saved Search Record

Step 2): Go to the Saved Search Definition Page and enter your preferred title for the search. Ensure that this title must be short and memorable as it will appear in many locations of NetSuite. For example, lists, dashboards, and custom KPIs 

Step 3): Click on the box ‘Public’ to make this search accessible for every user within your company. Or, else to enforce restrictions on accessing, make necessary modifications by clicking on the box ‘Audience’. Both ‘Audience’ and ‘Public’ boxes are available only for the administrators as well as permitted users. In case, the search is made ‘Public’ then it can be accessed by every user within your company.

  • Apart from the administrators and other users, these Saved Search in NetSuite cannot be accessed by external stakeholders. For example, partners, suppliers, vendors, and customers. However, these people can access any specific search result when provided with the necessary permission. 

Step 4): If you prefer to access the Saved Search as Views for the list pages linked with the specific search record type then perform these: 

  • Mark the option ‘Available as Sublist View
  • Mark the option ‘Available as List View’ 
  • Mark the option ‘Available as Dashboard view’

Step 5): Define the criteria for filtering Saved Search NetSuite records. It may include the joint fields as well as formulas with SQL expressions/functions.

In case, if you wish to set criteria for advanced Search Filters then select the preference fields. Also, define values for them on the subtabs, named as, ‘Standard’ and ‘Summary’.

Standard Search Filter: This filter provides search results based on the values entered for the individual record’s field. If you refine the And/Or statements, then mark on the box ‘Use Expressions’ present in on the subtab ‘Criteria’.

Summary Search Filter: This filter marks the results of a set of records based on the values available on the calculated summary fields. Located on the tab ‘Results’, this filter is accessible only if you define the specific type of summary field.

What are the formulas used for Search?

The following-listed formulas are utilized for saved as well as advanced searches. 

  • {today} – It is used to set the current date in your preferred time format
  • {me} – It is used to indicate your user ID
  • {userrole} – It is used to indicate your current role in your company
  • {user.department} – It is used to indicate your department’s ID
  • {user.location} – It is used to indicate your location’s ID
  • {user.subsidiary} – It is used to indicate the current subsidiary ID
  • {user.class} – It is used to indicate your class ID
  • {usercurrency} – It is used to indicate the type of your currency

Now, let’s have a quick look at the below NetSuite saved search guide. This guide provides all the necessary information associated with a Saved Search in NetSuite for your assistance.

How to apply a custom formula field in a NetSuite search?

For this purpose, visit the page Saved Search and click on the subtab ‘Results’ or ‘Criteria’. Select a custom field defined earlier, determine the criteria and click on the ‘OK’ tab. 

  • Creation of Formula Fields: Select the tab ‘Validation & Defaulting’ of a custom field. Once you get access to the formula field, execute the NetSuite Tags for outlining the fields to define a formula. In case, you wish to recompute or refresh any formula, then clear the box ‘Store Value’.
  • Usage of a Formula for setting Search Criteria: Visit the Saved Search page and go to the subtab ‘Criteria’. Then, click on the Filter column for inserting the formula type in the appeared drop-down box by text, numeric, or date. These options might differ depending on the formula types. Now, press the button ‘Submit’ to view the required results quickly. 

How to define the Search Criteria by using And/Or Expressions?

Make use of Expressions along with parentheses to define advanced or Saved Search in NetSuite. 

  • Go to the tab Saved Search Criteria and select the box ‘Use Expressions’. Then, include all the Expressions that you wish to include in your search results
  • Choose the open parentheses for the Expression in the column ‘Parens
  • Select the preferred field from the record to define criteria for the column ‘Filter
  • Indicate the criteria for this filter in the newly appeared popup box and then click on the ‘Set’ tab
  • Close the parentheses or else leave the column empty to enter the Expression in the column ‘Parens
  • Choosing And/Or Expression
  • Select the Expression ‘And’ to set up the criteria which is mandatory for any results list. But, make a note that, these records will meet all the criteria set mentioned in a string linked with ‘And
  • Select the Expression ‘Or’ available in the next line to return all the transactions that meet the criteria mentioned in the first line. In this case, these records may match any of the criteria related with ‘Or
  • In the end, decide in which way you wish the result must appear and set up the search filter. Then, click on the ‘Save’ button to save it. 

How to locate a NetSuite Saved Search?

To access any NetSuite Saved Search, first, you need to determine whether it incorporates it’s own menu option or not. For this, navigate to Reports -> Saved Searches and then, locate your search, click on it. 

If you don’t know the full title, then make use of the Global Search option, an advanced search feature offered by NetSuite. 

Go to the upper right corner of the search field and enter ‘SE:’. You will get a list of links, by clicking on these links you will be able to view or modify each of the search results. 

Further, if you wish to have all the saved search results, then navigate to 

  • Transactions -> Management -> Saved Searches
  • Lists -> Search -> Saved Searches
  • Reports -> Saves Searches -> All Saved Searches

Each saved search in NetSuite has an execution log audit trail of 60 days for recording all the users’ information and the date as well as the time of each executed action.

How to modify or delete a Saved Search?

You are only allowed to modify or delete the Saved Searches if you have been authorized to publish the search permission or else got access to edit even though you have created them. If the owner is permitted to edit, then you can modify the search as per your requirements and save it with the same name or else use the ‘Save As’ option to save with a different name.  

*Note: Suppose, you have created a NetSuite Saved Search without enabling the permission ‘Public Search’. In this case, the searches will be labeled as ‘Public’ and are only deleted by the users powered with the same permission.

How to modify NetSuite Saved Search?

  • Navigate to Lists -> Search -> Saved Searches and click on the Saved Search that is needed to be modified. If you are the owner of that Saved Search, a ‘Delete’ option button will be displayed. 
  • Make the necessary modifications and select the button ‘Reset’ to undo any modification
  • Once modified, click on the ‘Preview’ option to preview the performance of search without saving the changes
  • In case, your account is allowed to make use of the advanced PDF/HTML templates, then you can create a printable the template for printing Saved Search result by clicking on the button ‘New Template

*Note: You can also classify different types of Saved Searches with the help of the NetSuite Saved Search Grouping feature. It helps you in classifying the search results depending on various attributes. 

Wrapping up:

The best thing about the NetSuite, it offers quick access to its database from any corner of the world if you are an authorized user. On top of that, the availability of NetSuite Saved Search makes this process even more simple by assisting you in retrieving any preferred record within a couple of minutes. Therefore, utilize this feature and become more efficient instantly.

Would like to know more about our NetSuite Customization company, please get in touch with us

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